Wellness Coordinator

Are you the kind of person who notices when something could run smoother — and then makes it happen? Do you get genuine satisfaction from helping people feel cared for and keeping things organized behind the scenes? Are you someone who can juggle a lot, stay warm with people, and still never let the details slip?

ABOUT US

Resilience Natural Medicine is an enterprising naturopathic medicine practice with a vision that ideal health and vitality are possible for every person. Founded in 2016 by Dr. Koontz, we help people from all walks of life navigate a wide array of health challenges — with heart, science, and community. Our mission is to empower individuals to live authentic, purposeful lives by fostering resilience, strength, and clarity in their health and mindset. Through education, community, and transformative experiences, we guide our members to become the heroes of their own lives. Our Core Values Purpose Fuels Everything We Walk the Talk Connection is Our Strength Strength in Growth Excellence in Action

ABOUT THIS ROLE

The Wellness Coordinator is the operational and relational backbone of the Resilience member experience. You are the person who ensures everything runs — appointments are scheduled, members are prepared, follow-through happens, and no detail falls through the cracks. This is not a passive admin role. It requires someone with a natural drive to organize, optimize, and improve — someone who takes ownership of their domain and brings warmth to every member interaction. You will work directly alongside Dr. Koontz to keep the clinic functioning at its best, and you will be trusted to take initiative without being micromanaged. From day one, you've got the people skills, organizational horsepower, and process-improvement mindset that make everything around you run better.

WHAT SUCCESS LOOKS LIKE

Within your first 3-6 months, you are: Running all daily member support and scheduling tasks with accuracy, warmth, and independence Making sure every member knows exactly what to do next — and feels genuinely cared for along the way Keeping the supplement dispensary organized, stocked, and accurate without prompting Keeping Dr. Koontz's schedule full, prepped, and flowing smoothly Spotting process gaps and proposing solutions before problems escalate Owning the SOPs for your role and actively keeping them current and accurate Playing a meaningful role in member satisfaction, program completion, and Legacy Membership enrollment

KEY RESPONSIBILITIES 1.

Member Success Guide members through every step — onboarding, appointments, milestones, graduation, and Legacy enrollment ◦ New members fully onboarded within 72 hours of joining Own all scheduling, confirmations, reminders, and member communications ◦ Provider schedule stays fully utilized week over week Support appointment checkouts with clear next-step guidance and supplement education ◦ All post-checkout loops closed within 72 hours Respond to member inquiries within 24-48 business hours with warmth and accuracy Track member progress and flag risks to Dr. Koontz early Prepare charts and appointment materials for the practitioner ◦ Labs entered within 72 hours of receiving from Quest ◦ Charts prepped at least one week ahead, looking two weeks out to prevent schedule gaps 2. Legacy (VIP) Membership Operations Execute daily operations of the Legacy Membership program Track enrollment, benefits, renewals, and proactive outreach to eligible members Maintain accurate membership data and reporting Support Legacy events, scheduling, and member engagement Follow SOPs consistently and actively help refine processes as the program grows 3. Supplement Dispensary Management You will be fully trained on all supplement products and protocols. While prior supplement knowledge is not required, you will own this function fully once trained. Fulfill supplement orders accurately and efficiently Perform monthly inventory audits and maintain accuracy Track expirations and restock proactively Coordinate refill reminders and support member supplement adherence Maintain an organized, compliant dispensary environment 4. Office Administration Maintain a clean, organized, and professional clinic environment Process mail, manage the clinic inbox, and support walk-in member needs Maintain digital organization across Google Drive and the EHR Draft and update SOPs; ensure accuracy and version control Process office bills, track expenses, and flag discrepancies 5. Practitioner Support Keep Dr. Koontz's schedule accurate, optimized, and well-prepared Complete post-visit tasks and follow-through items without being asked Communicate member updates, risks, and schedule changes proactively Participate in team meetings and contribute to clinic goals

QUALIFICATIONS

What We're Looking For (Must-Have) A genuinely people-first personality — you get energy from helping others and making them feel at ease Exceptional organizational skills and a real drive to keep things in order Strong time management — you juggle multiple priorities without dropping the ball A process-improvement mindset: you notice inefficiencies and you want to fix them Excellent communication skills — warm, clear, and professional in every interaction High attention to detail and consistent follow-through Self-directed and accountable: you don't need to be reminded twice Tech-comfortable and quick to learn new systems Ability to maintain confidentiality and professionalism at all times 1-3 years of administrative, coordination, or customer-facing experience Nice to Have Experience in a wellness, naturopathic, or healthcare environment Familiarity with EHR platforms, scheduling systems, or inventory management Experience tracking goals or improving operational workflows Background in nutrition, coaching, fitness, or a related field

TOOLS & SYSTEMS

You'll Work With Charm EHR — scheduling, charting, and member records Shopify — supplement store and order fulfillment Google Workspace — Gmail, Docs, Sheets, Drive Spruce — clinic phone system and member messaging No prior experience with these specific tools is required — we will train you. Comfort learning new software quickly is what matters.

YOU ARE THE RIGHT FIT IF

YOU... Get genuine satisfaction from organizing chaos and making systems work Are as comfortable with a warm phone call as you are with a detailed spreadsheet Take ownership of your role without waiting to be told what to do Thrive on feedback and use it to improve, not just receive it Are energized by a small, tight-knit team where everyone's work matters Take health and wellness seriously and are excited to be part of a mission-driven practice See every member interaction as an opportunity to make someone's day a little better

COMPENSATION & BENEFITS

Compensation:

$24-$30/hr based on experience

Schedule:

Full-time, Monday-Friday; some Tuesday evenings; occasional weekend training

Location:

In-person at the Resilience clinic in Bellingham, WA (occasional remote for admin tasks)

Travel:

Occasional travel for quarterly training events Benefits Include Monthly performance bonus program Employee discount on supplements and services Paid time off and paid holidays (after 6 months) Washington State sick leave Ongoing professional and personal development Weekly workshops and quarterly training events Wellness program participation as part of onboarding — you'll experience what our members experience Supportive, mission-driven culture focused on growth and excellence

HOW TO APPLY

If this sounds like you, we'd love to meet you. Please create a short Loom video answering the following two questions: What draws you to this role, and why does it feel like a genuine fit for who you are? Tell us about a time you improved a process or caught a detail that others missed. What did you do, and what was the result? Send your Loom video link to: Dr.

Koontz@resiliencenaturalmedicine.com Want to learn more about our approach? Visit resiliencenaturalmedicine.com

Note:

Applicants must be able to work in-person at the Bellingham, WA clinic.

Pay:

$24.00 - $32.00 per hour

Benefits:

Paid time off

Work Location:

In person